VERNON PUBLIC SCHOOLS

Software Management, Restrictions and Procurement Process Overview

                                                                                                                        (Revised January 2010))

 

There are many issues to consider in selecting and procuring software for use in the Vernon Public School District:

The thoughtful consideration of all of these issues is a demanding and exacting task requiring the collaborative effort of technical staff, teachers and administrators. 
The goal of the Vernon Public Schools (VPS) is to manage its software assets to derive maximum benefit to VPS and its students and staff and to ensure that VPS and its employees:

-- Acquire, reproduce, distribute, transmit, and use computer software in compliance with international treaty obligations and U.S. laws, including the Federal Statute, Title 17 of the U.S. Code, Copyright Laws; and

--Maintain only legal software on Vernon Public Schools computers and computer networks.

All commercial software is protected under federal copyright laws from the time of its creation. Vernon Public Schools has licensed copies of computer software from a variety of publishers to help fulfill its mission. Unless otherwise provided in the software license, duplication of copyrighted software, except for backup and archival purposes, is a violation of the copyright law and the policy of the school district.

You may not knowingly use software for which the Vernon Public Schools lacks the appropriate license. If you become aware of the use or distribution of unauthorized software in this organization, notify your supervisor or Information Technology Services (ITS) personnel. You may not loan or give to anyone any software licensed to the Vernon Public Schools.

The licenses for some of our software permits employees of the organization limited home use. Information Technology Services may approve such use by employees that can demonstrate a need to conduct the school's business from their homes. Under no circumstances, however, may an employee use the school's software for purposes other than the business of this organization.

No employee may use or distribute personally-owned software on the organization's computers or networks. Such software threatens the integrity and security of the organization's computers and networks.

 

Software Asset Procurement Process
All software for the Vernon Public Schools must be procured through the official and defined procedures.  The Vernon Public Schools software procurement process consists of several steps:

VPS Information Technology Services is striving to create an environment for success by communicating the information in this document; educating employees about their responsibilities; identifying and modifying as necessary the software that employees and students need to fulfill their responsibilities; establishing a secure repository for original storage media, software licenses, and software documentation; and requiring that all software be procured through official and clearly defined procedures.

As part of our software management process, ITS shall conduct periodic, random reviews of all organization computers and networks to determine the software resident on such systems and whether the organization has the appropriate licenses for all such software.
ITS also conducts periodic, planned reviews, in which we may ask employees to complete a Software User Survey. This Survey will be used to determine your existing and future use and need of particular software programs. Your cooperation with all reviews and Software User Surveys is greatly appreciated. ITS will endeavor to conduct its work with the least possible disruption of your workday.

You will be held responsible for the existence of any software you have installed on your computer for which the organization lacks the appropriate licenses or for installations that have not been specifically approved by the ITS.
Basic Guideline Review

The Software Asset Procurement Form is attached and is available at www.vernonschools.com.  Click on “Departments.” Click on “Department of Information Technology.”

 

 

Software Asset Procurement Form
Vernon Public Schools

 

Submitted by: _________________________        Date: ________          Dept: ____________
Software Product Name: _______________________________________________________

 

  1. What is the identified need for the new software?  How will this software have a significant impact on student learning?

 

 

 

 

  1. What is the evidence of the academic effectiveness of the software?  Please state the specific technical research and evaluation of the software?

 

 

 

  1. What alternative and/or competitive software products have been considered to fit this need?  What are the acquisition costs of the alternatives?  Why do you believe the requested product is best suited to the need?

 

 

 

 

  1. Cost considerations:

Estimated implementation cost: ______________
Estimated annual maintenance cost: _______________ (ITS must provide this item.)

 

  1. When will a trial copy of the software be available for testing? ______________

 

 

  1. Application details:

 

  1. Budget plan for procurement and on-going support, upgrades, and maintenance

 

 

Signature: ____________________________________       Date: ________________________

 

Please submit this software proposal to the Director of Technology for approval before any purchase or trial software is procured.

 

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This section to be completed by the IT Department.

Technical Review Notes:

 

 

 

Implementation/Maintenance Notes:

 

 

 

Technical Review Evaluation:

            Purchase is approved:            ________                    Date: ________
            Purchase is not approved:      ________                    Date: ________

            Reason for disapproval of purchase: